Posting Details
Position Details
Posting Number S0625
Position Title Clerical Assistant 3
Department College of Education and Human Studies
Bargaining Unit AFSCME
Position Type Staff
Full-time/ Part-time Full-time
If Part-time, specify percentage
Temporary/ Permanent Permanent
Benefits
The Pennsylvania State System of Higher Education provides a comprehensive
package of employer benefits to eligible employees and their enrolled
dependent(s), which include:
Medical and prescription drug benefits.
Generous retirement plans, two options:
Alternative Retirement Plan (ARP)
State Employees' Retirement System (SERS)
Tuition benefits for employees and dependents.
Paid time off.
Employer-paid dental and vision benefits.
Employer-paid life insurance.
Voluntary insurances and additional retirement programs.
Specific benefits may vary based upon university, employee group and/or
collective bargaining unit. Visit:
https:// www. passhe.edu/inside/HR/syshr/healthcare/Pages/Summary-of-
Benefits.aspx for additional information regarding benefits.
To be eligible for most benefits, you must be a permanent, full-time employee
(including temporary, full-time faculty with at least an academic year
contract) or a permanent, part-time employee (including temporary, part-time
faculty with at least an academic year contract) who is scheduled to work
every pay period for at least 50% of full-time hours.
FLSA Non-Exempt
Salary $37,144.00/annual, in accordance with the AFSCME CBA
Work Hours 8:00 to 16:30
Work Schedule Mon. - Fri.
Anticipated Start Date On or about February 27,2023
Anticipated End Date none
Position Summary Information
Job Description Summary
The home campus for this position is Bloomsburg.
Clerical Assistant 3 position serves to provide clerical and decision-making
support for the CEHS Dean's Office at Bloomsburg Campus. This position assures
that CEHS meets academic affairs of all college programs including 5 national
accreditations to ensure the college meets institutional, national, and state
requirements for education preparation and human studies programs. The staff
member in this position provides clerical and technical oversight to ensure
that appropriate student data are collected, reported, and analyzed through
quality assurance systems to meet various national, state, and PDE reporting
demands and enable timely access and evaluation by college administrators,
faculty, and program PK12 district and community partners (e.g., advisory
groups). The position writes and generates required reports and uses a high
level data analytics skill set.
Essential Duties
Represents the CEHS Dean's Office at Bloomsburg campus as a lead clerical
staff member to implement the College's mission and vision.
Works closely on a daily basis with the Administrative Assistant to the
Dean on behalf of systematic daily operations and strategic work flow.
This position will submit a college-wide monthly budget report to the
Administrative Assistant, flag irregular charges, report budgets for
departments, and make advisory recommendations for budget operations,
compliance, and transfer of funds.
Serves as lead staff for the CEHS Administrative Assistant to the Dean to
produce, analyze, and confirm accuracy of university required data
reports, assign tasks for accreditation and similar accountability
measures, and contribute key decision making.
Serves as receptionist for the Dean's office area at the Bloomsburg
campus.
Provides guidance and information to students who contact CEHS's Office of
the Dean.
Schedules appointments and helps manage the Associate Dean's calendar,
processes mail, answers and screens telephone calls, responds to emails,
and takes or relays messages. In these tasks, makes determinations, uses
decision making, and validates information to make decisions and to pass
higher level decision making to the Dean's Administrative Assistant.
Plans and implements events and meetings under the auspices of the Dean's
office, reserves/makes room arrangements, and follows up on events as
directed. Makes decisions to coordinate and project manage.
Supports the Dean's Office to prepare, confirm, and post the College's
master academic schedule each semester including winter and summer
sessions for department offerings. Ensures that scheduling-related
processes are completed in a timely and accurate fashion.
Takes a lead role for the CEHS and Dean's Office on tracking and verifying
accreditation requirements and deadlines for college programs (educator
preparation, social work, counseling, etc.), including oversight of the
preparation, collection, currency, and safeguarding of files and
documentation. Ensures the completion of reporting requirements working
with national (CAEP, CSWE, CACREP, Disciplinary Content Area SPAs, CCIE)
and state (PDE) regulatory agencies.
Prepares, organizes, and manages the required repository of accreditation
artifacts.
Prepares and manages data for state and accreditation purposes, including
extracting data from learning management systems, accreditation portals,
and student outcome data for programs.
Provides staff leadership from CEHS Dean's Office to administrators,
faculty and staff to facilitate continuous program review as required by
the university and accreditors.
Serves as the lead staff to the Associate Dean who oversees the Office of
Teacher Education and supports CEHS's five Departments, Department Chairs,
and faculty, staff, and PK-12 school partners to ensure high quality field
and clinical experiences to meet university, accreditor, and PDE
standards.
Produces specific reports from various university technology platforms and
systems, including Banner, Anthology, etc., and creates Excel and other
reports that capture aggregate and disaggregate data.
Engages with undergraduate and graduate student initiatives to support
CEHS commitment to student success. Collaborates with the Division of
Enrollment Management and Division of Student Success and Campus Life in
relation to the job duties and responsibility.
Provides expert and complex clerical skills in the development of new
programs and program revisions. Leads in the office to oversee and ensure
curriculum, catalog, and website changes. Makes key decisions about points
of contact and expertise needed.
Supports as a lead staff, CEHS's quality assurance and assessment
system(s) with the support of the Dean, Department Chairs, Directors,
Staff, and university and college representatives engaged in assessment
and accountability areas.
Possesses knowledge that contributes on a daily basis compliance,
development, revision, and implementation of college, university, PASSHE,
state and federal policies and procedures related to educator preparation
and human studies programs.
Engages in university and college diversity, equity, and inclusion
outcomes.
Supervises and manages assigned staff and students which includes hiring,
training, assigning, and checking work as well as mentoring and coaching.
Prepares and provides technical support to faculty and staff in relation
to academic affairs, technology systems that support programs and other
identified areas as they emerge. (Areas may include travel submission,
myhuskey, ESS, Excel, unified systems as they are launch etc.)
Performs other duties as assigned.
The Position Purpose and Description of Duties sections summarized above
provide a representative listing only and should not be regarded as a
complete statement of tasks performed by incumbents of this position. It
should be recognized, therefore, that employees may be asked to perform
job related duties in addition to those outlined above.
Specific Duties
Ability to make informed duty-oriented and discretionary decisions on the
basis of well-defined, evidence-based standards and precedents using
problem solving skills.
Ability to support the CEHS Dean and Associate Dean's Office's management
of budgets accurately and systematically throughout the fiscal year.
Maintain records of expenses and encumbrances from the Dean's and/or
departments' budget allocations-through appropriate software applications.
Provides a monthly report to the Administrative Assistant in the Dean's
office. Provides timely information for budget planning, annual planning
and budget documents. Processes commitment items. Review, analyze, and
advise the Administrative Assistant regarding faculty workload reports,
etc.
Ability to work with the direct supervisor and CEHS Dean's Office Teams to
make decisions and work with university professionals (e.g., academic
affairs, IT, etc.), triage situations presented by constituency groups
the office serves, identifying those to be addressed in the office or
determining where to send these groups if the office can not address the
matter.
Ability to have informed knowledge to know when to refer a query or issue
to the Dean, Associate Dean, Department Chair, Office of Teacher
Education, or other University or CEHS Offices.
The position supports the Office of the Dean in budgetary tracking,
gathering and compiling various data for various statistical reports. This
position will submit a college-wide monthly budget report to the
Administrative Assistant, flag irregular charges, report budgets for
departments, and make advisory recommendations for budget operations,
compliance, and transfer of funds to the Administrative Assistant.
Ability to support the CEHS Dean and Associate Dean's Office's management
of budgets accurately and systematically throughout the fiscal year.
Maintain records of expenses and encumbrances from the Dean's and/or
departments' budget allocations-through appropriate software applications.
Provides a monthly report to the Administrative Assistant in the Dean's
office. Provides timely information for budget planning, annual planning
and budget documents. Processes commitment items. Review, analyze, and
advise the Administrative Assistant regarding faculty workload reports,
etc. Tracks Office budgetary expenditures following University fiduciary
policies and procedures.
Supervises and manages assigned staff and students which includes hiring,
training, assigning, and checking work as well as mentoring and coaching.
Minimum Qualifications (Required Knowledge, Skills and Abilities)
One year as a Clerical Assistant 2, or One year of moderately complex
clerical experience, or an equivalent combination of experience and
training.
Demonstrates excellent professional and communication skills,
organization, planning, and interpersonal skills to represent the CEHS
Dean's and Associate Dean's Offices.
Establish and maintain effective working relationships.
Reads, understands, and interprets complex written materials.
Ability to communicate ideas clearly and concisely, orally, graphically,
and in reports, formal and informal writing.
Ability to respond to supervision, work independently, work
collaboratively, meet deadlines, and handle confidential matters in a
professional manner.
Ability to maintain confidentiality.
Ability to manage complex and concurrent duties, projects, and deadlines
to outcomes and completed tasks aligned with the position description and
that reflects standard office practices and procedures.
Ability to identify problems and to work through them independently and
collaboratively toward sound resolutions.
Ability to collaborate well with others to meet College and Office goals.
Demonstrated willingness and ability to learn to use and apply new
technologies.
Ability to adapt to unexpected challenges and demonstrate perseverance and
resiliency.
Demonstrated ability to present ideas clearly and effectively, orally and
in writing.
Ability to conduct information gathering, research, and project-based
assignments related to education, accreditation, and continuous
improvement.
Skill in computation, qualitative and quantitative data analytics and
utilizing new technologies in the preparation, typing, proofreading, and
presentation of appropriate and accurate reports.
Skill in the use of Microsoft Office applications, with special emphasis
on Word and Excel and in acquiring knowledge in existing and new
(integrated) learning management and quality assurance systems.
Ability to instruct and advise student workers on the methods and
procedures used in the office.
Ability to organize and prioritize work to meet established deadlines and
provide work assignments for student workers when incumbent is not
available.
Follows through and completes work products in a quality and timely
fashion, meeting established deadlines.
Preferred Qualifications
Physical Demands
1. Sitting – 80%; walking – 10%; standing – 10%
2. Working indoors – 95% and Outdoors (for errands) – 5%
3. Frequent lifting of objects weighing less than 5 pounds
4. Occasional lifting of objects weighing 25 pounds
5. Reaching for objects at, above and below shoulder
6. Occasionally twisting at waist, and stretching to reach objects
7. Basic math skills and reading skills including understanding written
documents
8. Writing skills in preparing and organizing documents
9. Sensory skills, e.g., visual, hearing, and speaking
10. Keyboard skills
11. Microsoft programs knowledge
12. Budgetary background
13. Organizational skills
14. Ability to multi-task
15. Maintain and enforce confidentiality
16. Knowledge of University technology systems (e.g., ESS, ETime, SAP,
Source Point, One Drive)
17. Ability to interact with students, faculty, and staff in a professional
manner
18. Ability to interact with public and private schools in professional
manner
19. Attention to detail
20. Accuracy
Posting Detail Information
Open Date 01/09/2023
Close Date 01/24/2023
Special Instructions to Applicants
Applicants must provide the name, telephone number and email address of
three professional references.
Employment is conditional, pending successful completion of the background
clearances mandated by Act 153 of 2014 and Board of Governors Policy
2014-01-A: Protection of Minors. In order to qualify for a provisional
appointment, the Applicant Acknowledgement Consent Form, Provisional Hire
Form, Pennsylvania State Police and Justifacts portion of the clearance
process must be successfully completed prior to your start date. The remaining
PA Child Abuse History Clearance and FBI Clearance must be successfully
completed and returned as soon as possible within the first 90 days of
employment.
Background Clearances
In accordance with Act 153 of 2014 (HB 435), appointment is contingent upon
completion of a satisfactory background investigation which includes, but is
not limited to, Act 34, Pennsylvania Criminal Record Clearance; Act 151, Child
Abuse Clearance; and Act 114, Federal Bureau of Investigations (FBI)
Criminal Background Checks.
Appointment is provisional provided the “Arrest/Conviction Report and
Certification Form” and verification of your three background checks are
returned to the Human Resource office prior to your hire date.
Diversity Statement
Lock Haven University is profoundly dedicated to cultural diversity and
supports the integration of diverse and international perspectives within the
working and learning environment. LHU is an equal opportunity/affirmative
action employer and encourages applications from people of color, women,
veterans, and persons with disabilities. To learn more about diversity at LHU
and in our community, visit our website at www. lhup.edu/equity
Title IX/Clery
The University prohibits any form of discrimination or harassment on the basis
of sex, race, color, age, religion, national or ethnic origin, sexual
orientation, gender identity or expression, pregnancy, marital or family
status, medical condition, genetic information, veteran status, or disability
in any decision regarding admissions, employment, or participation in a
University program or activity in accordance with the letter and spirit of
federal, state, and local non-discrimination and equal opportunity laws, such
as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the
Education Amendments of 1972, the Age Discrimination in Employment Act, the
Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and
the Pennsylvania Human Relations Act.
The University also complies with the Jeanne Clery Disclosure of Campus
Security Policy and Campus Crimes Statistics Act, as amended by the Violence
Against Women Act (VAWA). Title IX prohibits retaliation for asserting or
otherwise participating in claims of sex discrimination. VAWA imposes
additional duties on universities and colleges to investigate and respond to
reports of sexual assault, stalking, and dating or domestic violence, and to
publish policies and procedures related to the way these reports are handled.
The University has designated the Title IX Coordinator (Jennifer Raup, Elwell
Hall, ORL, 570-389-4808, [email protected] or
[email protected]), to coordinate the University's compliance with
Title IX and VAWA and to respond to reports of violations. The University has
directed the Police Department to coordinate the University's compliance with
the VAWA-related Clery reporting requirements. Additionally, inquiries
concerning Title IX and its implementing regulation can be made to the U.S.
Department of Education, Office of Civil Rights, Region III, The Wanamaker
Building, 100 Penn Square East – Suite 505, Philadelphia, PA 19107; Phone:
(215) 656-6010; Fax: (215) 656-6020.
About Commonwealth University of PA
The Power of ThreeBloomsburg, Lock Haven and Mansfield universities have
joined forces to boldly transform higher education in our region and beyond.
While we are uniting as Commonwealth University of Pennsylvania, you can
expect a college experience that is anything but common.
We're Honoring our History by preserving the founding principles of each
campus and continuing our vibrant on-campus student experience, serving as
pillars of our communities, supporting students and our neighbors alike.
We're Investing in Today by answering the greatest challenges facing
higher education: accessibility, cost, quality, and relevance through the
combined strength of our storied institutions.
We're Building a Powerful Tomorrow by boldly changing the trajectory of
public education to position ourselves for growth, increased access, and to
meet economic and workforce development needs in our region, across
Pennsylvania and beyond.
Quick Link https: // jobs.lhup.edu/postings/6271
Posting Specific Questions
Required fields are indicated with an asterisk ().
Are you a current employee of the Commonwealth University of Pennsylvania (Bloomsburg, Lock Haven, Mansfield)?
Yes
No
What is the highest level of education you have completed?
GED/High School Diploma
Associate's Degree
Bachelor's Degree
Master's Degree
How many years of experience do you have in this type of position?
Under 1 year
1-3 years
4-6 years
Over 7 years
Rate your working knowledge of Microsoft Office products (Word, Excel, Outlook):
Basic
Intermediate
Advanced
Expert
Can you perform the essential duties of this position with or without accommodations?
Yes
No
Please indicate where you heard about this employment opportunity.
Local Newspaper (The Express, Sun Gazette, CDT)
HigherEdJobs.com
The Chronicle (print/online)
Diverse Issues in Higher Education
The Hispanic Outlook
Professional journal
Electronic list serve
Personal Referral
LHU Website
CareerLink Office
HERC website (NJ/PA/DE)
Inside Higher Ed
Other
Are you a current AFSCME employee at the Bloomsburg Campus in this same classification series eligible to bid on this position per the AFSCME CBA, Article 29 Seniority?
Yes
No
Applicant Documents
Required Documents
Resume
Cover Letter
Optional Documents
